5 Steps to Better Content Management
5 Steps to Better Content Management
Nowadays, every organisation is faced with the challenge of managing ever-increasing volumes of content. Mobile teams need to find and share the right information quickly and securely in order to capitalise on opportunities. Without effective content management, everyday workflows are slowed down. Here are five steps to help any organisation manage content efficiently.
Go digital
The first step is to digitise your paperwork. Many business processes rely on forms, but paper versions are slow and labour intensive. With the right software, you can easily create digital forms that capture data and generate reports for you. Choose a software that can scan and automatically save all your content onto the cloud to save time. Moving your storage to the cloud makes it much easier for teams, clients and suppliers around the world to access and share the files they need, regardless of device or browser.
Make it searchable
Each team in the organisation, from sales to HR, relies on information to do their work effectively. If content is hard to find, it can have an impact on job satisfaction and may cost the company money and opportunities. To avoid this, organise your content into categories and create a tagging system to make the information searchable. This way, your teams can access everything they need in a few clicks.
Keep it secure
Some organisations avoid using the cloud for fear of putting data at risk. Keep your content secure by setting controls on how files can be viewed, edited and accessed by user or department. You can also get reporting and security audit trails for your records. This will give you peace of mind that all data is kept safe and secure, with minimal risk of human error.
Automate your workflows
When choosing a software, make sure you go with one that has workflow automation capabilities. That way, you can set rules for content management that allow vast quantities of data to be handled automatically. You can enable automated data archiving, reviews and destruction, so you don’t have to manage each file manually. Streamlining your daily office processes goes a long way in boosting employees’ productivity levels.
Integrate your business processes
Many organisations may have multiple applications and processes that don’t work together, resulting in ‘silos’ of separate information that is not synced. To manage content effectively, it is essential to integrate your core line-of-business applications like contract management, customer relationship management and HR onboarding. This will speed up internal processes and reduce workloads. Also, it is important to opt for a cloud-based system that is easily adaptable and scalable, so it grows with your business.
Learn how content management systems from FUJIFILM Business Innovation can boost your productivity levels. Get in touch now!
